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Company Card flow

In short​

Company card expenses follow a different path from employee-paid expenses. An employee submits a receipt (either before or after the card statement is imported into Business Central), TEM matches the receipt to the imported transaction, and the matched expense is submitted for approval automatically. The card liability is cleared when finance pays the card statement.

Why it matters​

Company card expenses are not reimbursed to the employee - they settle against a Company Card liability account. If matching fails, the transaction sits unmatched in the employee's portal view until resolved. Unmatched transactions older than the configured threshold are flagged in a report.

How it works​

Two submission paths​

Path A - Employee submits before the card statement is imported

  1. Employee makes a purchase on the company card
  2. Employee opens TEM and creates an expense, selects the company card as Payment Method, and selects Await Transaction
  3. The expense sits with status Waiting for Transaction
  4. Finance imports the card statement into Business Central (from bank statement, bank reconciliation, file import, or automatic SEB feed)
  5. TEM attempts to auto-match the imported transaction to the waiting expense using date and amount (within the configured tolerance)
  6. If matched automatically: expense is submitted for approval without employee action
  7. If not matched: the unmatched transaction appears in the employee's portal view; the employee manually selects Match and links it to the correct expense

Path B - Employee submits after the card statement is imported

  1. Finance imports the card statement
  2. Imported transaction lines appear in the employee's expense list with a company card icon
  3. Employee opens the transaction, attaches a receipt, selects a category, and submits
  4. Expense goes through normal approval

Matching logic​

Auto-matching uses date (within the Allowed Deviation (days) setting in Basic Setup) and amount to pair a transaction with an expense. If both match within tolerance, the pair is submitted for approval automatically.

After approval and posting​

The journal entry for a company card expense:

Dr  [Expense GL account]    (from Posting Group)
    Cr  [Card liability account]    (from Balance Type on the Agreement)

Reconciling against the card company invoice​

The recommended reconciliation method uses a dedicated GL account as the company card balance account (configured on the Balance Type). This account acts as the meeting point between TEM's expense postings and the company card company's invoice.

How it works:

  1. Every time a company card expense is approved and posted in TEM, a credit entry lands on the designated GL account (e.g. account 5415). The description on this line comes from the expense itself, making it traceable.

  2. When the company card company sends its monthly statement, finance posts the vendor invoice - this creates a debit entry on the same GL account 5415.

  3. The two sides net off on account 5415. When the account balances to zero, all posted expenses are accounted for against the statement. Any remaining balance indicates either unposted expenses or a discrepancy to investigate.

Example - GL account 5415 (Company Card balance account):

DateDoc TypeDocument No.DescriptionAmount
3/11/2026Expense postingPEXP000035Purchase with Company Card−500.00
3/11/2026Invoice108039Invoice 1005 (card statement)10,000.00

The −500.00 credit is one of many individual expense postings from TEM. The 10,000.00 debit is the full card statement posted as a vendor invoice. As all expenses for the period are posted, the credits accumulate until they match the statement debit and the account nets to zero.

Setup requirement: The GL account used for the Company Card balance must be the same account configured on both the Company Card Agreement's Balance Type in TEM and on the vendor used to post the card company's invoices in Business Central.